Let’s face it, no matter how hard you plan or prepare for an event, you should always expect the unexpected. Everything from medical emergencies to power outages, quick decor mishaps and more, can happen at any moment and as the resident “go-to” person, you’ll be expected to swoop in and save the day. That’s why our motto is “you can never be too prepared”! When working any, and all, meetings or events, we never leave home without our trustee Event Planner Toolkit and encourage you to put one together so you can spring into action should anything happen at your events. To help you get started, we’ve put together a list of the items we always have in our toolkit.
Here’s a look at what’s inside our event planner toolkit:
1) Items for quick fixes
You never know when you’re going to need to fix something on the go. If your rentals or shipped items arrive damaged, someone accidentally breaks something, your keynote speaker blows a button, cords become a tripping hazard, or a supplier simply forgets to bring a necessary tool, the below items can be major life-savers. It feels so good to save the day! Pat your inner super hero on the back.
- Multi-bit screwdriver
- Allen wrenches
- Measuring Tape
- Box cutter and scissors
- Duct tape (Not sure how duct tape can be useful? Here’s Our 7 Best Uses For Duct Tape)
- Double sided tape
- Glue gun
- String, twine, wire or fishing line
- Zap straps
- Safety pins
- Sewing Kit
- Clear nail polish (Great for mending fraying linens)
2) Back-up Supplies
If there is one thing an event planner should NEVER do, it is to A-S-S-U-M-E anything. You know what they say about people who assume. It’s true! Don’t assume all your equipment is charged and will hold it’s battery life throughout the entirety of the event. You can’t assume things will be cleaned to your expectations. Never assume the venue or your supplier partners will bring back-up items. Don’t assume ANYTHING and always prepare yourself for the unexpected by bringing the following items to avoid those shoulda-woulda-coulda nightmares.
- Pens and Sharpies
- Power banks and charging cords
- Extension cord(s) and power bar(s)
- Extra USB stick with presentations or backup files
- Extra name tag stock, pamphlets or backup flyers/giveaways
- Cleaning supplies including disinfectant wipes and glass cleaner
3) Medical and Personal Hygiene Items
Come event day, you are the automatic go-to for everything (and we mean EVERYTHING!). No matter the embarrassing mishap or need for minor medical assistance, the below list will help ensure that you’re prepared to act as stylist, hygienist or nurse. As if being an event planner wasn’t already enough!
- First Aid Kit complete with bandages and antiseptic
- Feminine hygeine products
- Tide-to-Go pens
- Baby wipes
- Hair elastics and bobby pins
- Dental Floss
- Breath Mints
- Cough Drops
What’s the craziest item you’ve ever needed for an event or wished you had with you in a moment of crisis? We’d love to hear what items you have in your Event Planner Toolkit in the comments section below!
Should anything go wrong, you always want to make sure that you’ve done your part to anticipate in advance and tried to avoid it at all costs. In order to minimize any day of mishaps, be sure to triple check all arrangements and orders with your event suppliers 48 hours before the event to ensure you’re all on the same page, know where to be and when, and have a contingency plan should anything not go as planned. We suggest picking up the phone to call your suppliers. While it’s great to have everything in writing by way of email, things can get missed, emails can get lost in translation and technology hiccups can happen. Believe us! What about real emergencies? Make time for pre-event meetings with your venue to discuss necessary protocols in the event of a medical emergency or natural disaster. Who calls 911? Where do your guests go if the fire alarm sounds? What is their emergency evacuation plan? Is there an on-site doctor? Who are your ‘day-of’ contacts for security issues? Do they have a back-up power source in the event of a power outage? These are just some of the questions you should be asking in the pre-event meeting.
Are you feeling a little overwhelmed? Or need help analyzing risk management associated with your event? No problem, our Sage Support team can help! Email us today at firstname.lastname@example.org for your free quote.